• Name of Case: America Unites for Kids vs. Lyon (C.D. Ca. Sept., 2016), now on appeal to the U.S. Court of Appeals for the Ninth Circuit, America Unites for Kids v. Rousseau, No. 16-56390

• DN-1015-17/18 (Special Education)
• DN-10/16-17/18 (Special Education)

• Title: Principal
• Title: House Principal

• Agency Designated Representative: Dr. Ben Drati
• Employee Organizations: Unrepresented management group

It is recommended that the Board of Education approve the June 28, 2018, regular meeting agenda.

it is recommended that the Board of Education approve the June 14, 2018, regular meeting minutes.  

It is recommended that the Board of Education approve the June 19, 2018, special meeting minutes. 

It is recommended that the Board of Education enter into an agreement with the following Independent Contractors.  

• Contractor: CSM Consulting Inc.
• Dates: 07/01/18-06/30/19
• Amount not to exceed: $19,000.00
• Description: Category One & Two – Consultant to advise, coordinate, prepare documentation, forms, applications and filing of FCC Forms 470, 471, 486, and 500 with the Federal Communications Commission (FCC) E-rate program.  Act as Director’s main point of contact with SLD and advise on E-rate compliances, update rules and regulations.
• Site: Purchasing Department
• Funding: 01-00000-0-00000-72000-5802-055-2550

• Contractor: DecisionInsite
• Dates: 07/01/18-06/30/19
• Amount not to exceed: $20,864.00
• Description: Enrollment Projections (including Residential Development Research)
• Site: Human Resources
• Funding: 01-00000-0-00000-74000-5802-025-1250

• Contractor: Dannis Woliver Kelley (DWK) Jonathan Pearl
• Dates: 07/01/18-06/30/19
• Amount not to exceed: $225-335 (shareholders, special counsel & counsel) $185-235 (associates) $130-150 (paralegals & law clerks)
• Description: Facilitation of Interest-Based Bargaining (IBB)
• Site: Human Resources
• Funding: 01-00000-0-00000-74000-5820-026-1250

• Contractor: Brooke Horn DeKofsky
• Dates: 07/01/18-06/30/19
• Amount not to exceed: $12,000.00 (Hourly Rate of $50.00)
• Description: To assess new students for nutritional deficiencies including overweight, underweight, iron and lead status, and dental cavities within 90 days of enrollment. Complete related paperwork including input of ChildPlus data. Meet and counsel parents of high risk children. Participate in interdisciplinary meetings and other meetings/events relevant to student success as required with the Los Angeles County Office of Education (LACOE) and Head Start.
• Site: Child Development Services
• Funding: 12-52101-0-85000-31400-5802-070-2700 (Head Start Basic)

• Contractor: Providence St. John’s Health Center
• Dates: 07/01/18-06/30/19
• Amount not to exceed: $1,000.00 (Semester Rate $500.00)
• Description: To conduct parent workshops and in-service training for staff; complete teacher observations and consultation; provide mental health referrals and services for families and students; provide referrals for special education services; complete required Head Start paperwork including input of ChildPlus data; maintain ongoing communication and referrals to community agencies; serve as mental Health Consultant as required by Los Angeles County Office of Education (LACOE) Head Start meetings.
• Site: Child Development Services     
• Funding: 12-52101-0-85000-31400-5802-070-2700 (Head Start Basic)

• Contractor:  PS. Arts 
• Dates: 08/01/18 -06/01/19
• Amount not to exceed: $25,761.35
• Description: To provide theater classes to grades tk-5th
• Site: McKinley Elementary
• Funding: 01-00021-0-11100-10000-1160-030-1501

• Contractor: Music Rhapsody
• Dates: 08/23/18-06/12/19
• Amount not to exceed: $22,000.00
• Description: Weekly music lessons, 2 days per week, 60 days of classes
• Site: McKinley Elementary
• Funding: 01-00021-0-11100-10000-1160-030-1501

• Contractor: PS Science
• Dates: 08/24/18-06/6/19
• Amount not to exceed: $27,000.00 
• Description: Providing weekly science classes for k-5th grades
• Site: McKinley Elementary
• Funding: 01-30100-0-11100-10000-1160-030-1501

• Contractor:  CSBA     
• Dates:  07/01/18-06/30/20 ($2,750 for 18/19; No charge for 19/20)
• Amount not to exceed: $2,750.00
• Description: Agenda Online, a web-based service to be used by the District to facilitate the development and distribution of Board meeting agenda packets.
• Site:  Superintendent Office
• Funding:  01-00000-0-00000-5890-020-1200

• Contractor: STAR EDUCATION
• Dates: 09/28/18-04/29/19
• Amount not to exceed: $35,000.00
• Description: Supplemental Science Classes
• Site: Grant Elementary
• Funding: 01-00021-0-11100-10000-5802-003-4030

• Contractor: Art Meets Technology
• Dates: 07/01/18-06/30/19
• Amount not to exceed: $55,000.00
• Description: Maintenance & updating of SMMUSD.org website. Maintenance & updating of all 16 school websites.
• Site: Public Information
• Funding: 01-00000-0-00000-71800-5802-020-1200

• Contractor: Wang Pin Ju Ho
• Dates: 07/01/18-06/30/19
• Amount not to exceed: $130/hour
• Description: Best Project Implementation and Business/Fiscal Support Services
• Site: Business Services
• Funding:01-00000-0-00000-73000-5802-050-1500

• Contractor: PlanetBravo
• Dates: 08/23/18-06/07/19
• Amount not to exceed:  $21,000.00
• Description:  Continue to Provide weekly instruction (30-50 minutes depending on the grade) for students in each grade TK – Each grade will learn a specific area of technological support (from keyboarding in TK through coding in 4^th and 5^th grade).
• Site: Webster Elementary
• Funding: 01-00021-0-11100-10000-5802-008-4080

• Contractor: Art Meets Technology
• Dates: 05/01/18-06/30/19
• Amount not to exceed: $3,000.00
• Description: Create website for Malibu High School.
• Site: Public Information
• Funding: 01-00000-0-00000-71800-5802-020-1200

• Contractor: California State P.T.A
• Dates: 07/01/18-06/30/19
• Amount not to exceed: $25,550.00
• Description: Facilitate School Smarts Parent Engagment Program at the elementary schools. Program Purpose is to increase parent and family involvement, promote inclusiveness and quip parent to engage in their child’s education.
• Site: Educational Services
• Funding: 01-00030-0-11100-10000-5802-030-1300 (LCAP)

These contracts are included in the 2018-19 budget. 

It is recommended that the Board of Education approve/ratify the attached Requests for Absence on District Business (Conference and Travel) forms.

The average cost for substitute teachers is $183/day. This figure is furnished for informational purposes and does not reflect the actual amount paid for an individual substitute.

It is recommended that the Board of Education approve the special field trip(s) listed below for students for the 2018-2019 school year.  

• School: McKinley Elementary
• Grade: 5^th
• # of Students: 83      
• Destination: Pali Institute Running Sprints, CA 92382
• Dates: 04/01/19 - 04/03/19
• Principal/Teacher: A.Benjamin/M.Sanschagrin/P.Sinfield/D.Talbott
• Cost & Funding Source: $285.00 per student paid through PTA fundraising & scholarships
• Subject: Science
• Purpose: Outdoor science camp

• School: Grant Elementary
• Grade: 5^th
• # of Students: 100      
• Destination: Pali Institute
• Dates: 05/22/19-05/24/19
• Principal/Teacher: Croft/Kooy/Smith/Adams-Hoffman
• Cost & Funding Source: $29,470.00 paid through PTA
• Subject: Sciene
• Purpose: Science Camp

• School: Webster Elementary
• Grade: 5^th
• # of Students: 55
• Destination: Yosemite, Yosemite, CA
• Dates: 10/15/18-10/19/18
• Principal/Teacher: P.Miller/K.Verham/K.London
• Cost & Funding Source: $43,000.00 paid by parent donations & fundraising
• Subject: Science
• Purpose: Outdoor Science Camp for Our Grade 5 Students

• School: Webster Elementary
• Grade: 4^th
• # of Students: 40
• Destination: AstroCamp, Idyllwild, CA           
• Dates: 05/01/19-05/03/19
• Principal/Teacher: P.Miller/K.Morris/M.Kisskalt
• Cost & Funding Source: $28,000.00 paid by parent donations & fundraising
• Subject: Science
• Purpose: Outdoor Science Camp for Our Grade 4 Students

• School: SMASH
• Grade: 5^th & 6^th
• # of Students:  54
• Destination: Catalina Island, CA
• Dates: 11/02/18-11/09/18
• Principal/Teacher: J.Rishe/E.Haendel
• Cost & Funding Source: $350.00 paid by parent donations & fundraising
• Subject: Science
• Purpose: Science & Nature Exploration

• School: SMASH
• Grade: 7^th & 8^th
• # of Students:  52
• Destination: Fulcrum Camp Malibu, CA
• Dates: 12/12/18-12/14/18
• Principal/Teacher: J.Rishe/E. Hwang
• Cost & Funding Source: $400.00 paid by parent donations & fundraising
• Subject: Science
• Purpose: Leadership Training

No child will be denied due to financial hardship. 

It is recommended that the Board of Education approve the agreement between the Santa Monica-Malibu Unified School District (SMMUSD) and Santa Monica Community College (SMC), effective July 1, 2018, through June 30, 2019.

The purpose of this agreement is to establish the delineation of responsibilities for each party functioning as the Santa Monica Preschool Collaborative. The mission of the Santa Monica Preschool Collaborative is to provide childcare and child development services for up to 108 Santa Monica area children under the age of six at John Adams Child Development Center and Washington West Preschool.  Both centers will operate full-day (7:30 a.m. to 6:00 p.m.), full-year (year-round 244 days/year). 

It is recommended that the Board of Education approve revisions to the College and Career Access Pathways agreement between Santa Monica College and the Santa Monica-Malibu USD to establish the course offerings for 2018-19.

AB 288 established the College and Career Access Pathways Act to authorize California Community College districts to enter into formal partnership agreements with local school districts to expand access to concurrent enrollment opportunities for high school students. The partnership agreement outlines the terms of their partnership, such as the schedule of eligible courses that can be offered, thresholds for the academic readiness of pupils, protocols for sharing revenue and joint facilities use, etc…

 On September 1, 2016, the Board discussed the original CCAP MOU (Discussion Item No. D. 03.)  The SMC Board of Trustees approved the MOU at its September 6, 2016 meeting.  The SMMUSD Board approved the MOU at its September 20, 2016 meeting.

This agenda item amends the MOU to clarify the course offerings for 2018-19 (see attached). 

It is recommended that the Board of Education approve the attached Special Education contracts for fiscal year 2017/2018. 

According to the Education Code SEC.21 Section 56342, prior to recommending a new or continued placement in a non-public, non-sectarian school, the Individualized Education Program (IEP) Team must submit the proposed recommendation to the local governing board for its review and recommendation regarding the cost of such placement.

The recommendations for these severely handicapped students are made by the District IEP Teams in accordance with State and Federal laws.  The mandates of IDEA require non-public school services be provided at no expense to parents if there is not an appropriate public school program available.  Funding to come from a SELPA-wide non-public school/non-public agency reserve account.

It is recommended that the Board of Education accept, with gratitude, checks totaling 25,874.91 presented to the Santa Monica-Malibu Unified School District.

It is further recommended that the Fiscal/Business Services Office, in accordance with Educational Code §42602, be authorized to increase the 2017-2018 income and appropriations by $25,874.91 as described on the attached listing.

This report details only cash gifts.  It includes all contributions made by individuals or companies and some of the contributions made by our PTA’s.  Contributions made by a PTA in the form of a commitment and then billed are reported in a different resource.  A final report that compiles all gift and PTA contributions is prepared and available annually.

 COMMENT:   The value of all non-cash gifts has been determined by the donors.

 NOTE: The list of gifts is available on the District’s website, www.smmusd.org.

It is recommended that the Board of Education approve the attached list of disposal, sale, recycling or donation of the surplus equipment and furniture.

In order to utilize the fixed asset reporting system, old obsolete equipment needs to be deleted from inventory.  Additional obsolete inventory creates a large inaccurate reporting of the true equipment inventory in use by the district.  This is a continual series of equipment to be purged from the Fixed Asset system and consists primarily of old printers, scanners, projectors, recorders, facsimile and players.  The same care will be taken in the research and verification of old equipment that will be compiled in a future Surplus Equipment list and presented to Board of Education.  First list was presented and approved at the 10/20/2011 Board of Education Meeting. 

All items are obsolete, beyond economic repair, unusable or deemed as surplus.  Items will be disposed of in accordance with Educational Code 17545-17555.

All inventory is recycled through a California State Certified Electronic Recycler and will be disposed of in accordance with Educational Code 17545-17555.

It is recommended that the Board of Education approve authorization to make appropriation transfers.

The Los Angeles County Office of Education encourages District's Governing Boards to authorize the County Office to make appropriation transfers.  The District will identify the source of the funds to be transferred.  Copies of transfers will be sent to Santa Monica-Malibu Unified School District as they occur.  This action is recommended by the Los Angeles County Office of Education and is a routine occurrence.

The provision of the Education Code that allows for this is Section 42601 as follows: “At the close of any school year a school district may, with the approval of the governing board, identify and request the County Superintendent of Schools to make the transfers between the designated fund balance or the unappropriated fund balance and any expenditure classification or classifications, or balance any expenditure classifications of the budget of the district for that school year as necessary to permit the payment of obligations of the district incurred during that school year.  For each elementary, high school, and unified school district that during the preceding school year, had an average daily attendance less than the level, as appropriate, specified in subdivision (a) of EC 41301, the County Superintendent of Schools, with the consent of the Governing Board of the School District, may identify and make the transfers, and shall notify the districts."

It is recommended that the Board consider and appoint Joan Krenik and Bruce Sultan with terms July 1, 2018 - June 30, 2021, to the Bond Oversight Committee.  

The Prop 39 – Citizens’ Bond Oversight Committee was established, as required by law, after the successful general obligation bond election known as Measure BB.  This bond measure, approved by voters on November 7, 2006, authorized the District to issue up to $268,000,000 of bonds in order to make facility improvement throughout the District.  The election was conducted under Proposition 39, therefore obligating the District to establish the oversight committee. 

Another successful general obligation bond election, known as Measure ES, was approved by the voters on November 5, 2012, authorizing the District to issue up to $385,000,000 of bonds to complete future Facility Improvements Project.  This election was also conducted under Proposition 39, therefore obligating the District to establish the oversight committee. 

At the February 21, 2013, Board of Education meeting, the Board established a combined committee that will serve the legal obligation created by the two bond elections. 

The purpose of the BOC is to inform the public concerning the expenditure of the bond proceeds.  The Committee shall engage in the following activities to carry out this purpose:

• Actively review and report on the proper expenditure of taxpayers’ money for school construction;
• Advise the public as to whether the school district is in compliance with the requirement of the measure;
• Convene to provide oversight for but not limited to:
  • Ensuring that bond revenues are expended only for the construction, reconstruction, rehabilitation or replacement of school facilities, including the furnishing and equipping of school facilities, or the acquisition or lease of real property for school facilities;
  • Ensuring that no funds are used for any teacher or administrative salaries or other school operating expenses.

Education Code 15278(a) is specific as to the number of committee members that should be appointed to the BOC and even more specific as related to the length of term and number of terms permitted.  Ed Code states that the Committee shall consist of at least seven (7) members to serve for a term of no more than three (3) years without compensation and for no more than two (2) consecutive terms.  The law continues to specify that the committee must include:

• One member who is active in a business organization representing the business community located within the school district;
• One member active in a senior citizens’ organization;
• One member who is the parent or guardian of a child enrolled in the school district;
• One member who is both a parent or guardian of a child enrolled in the school district and active in a parent-teacher organization;
• One member who is active in a bona-fide taxpayers’ organization; and
• Two members at large.

• Category: Parent
• # of Reps: 1
• Current Member: Jeffrey Rosenfeld
• Term Ends: 6/30/20

• Category: Parent active in PTA or site council
• # of Reps: 1
• Current Member: Joan Krenik
• Term Ends: 6/30/21

• Category: Citizen active in a business organization
• # of Reps: 1
• Current Member: Bruce Sultan
• Term Ends: 6/30/21

• Category: Citizen Active in a senior citizen organization
• # of Reps: 1
• Current Member: Katherine Reuter
• Term Ends: 6/30/21

• Category: Citizen Active in a bona-fide taxpayers association
• # of Reps: 1
• Current Member: Berenice Onofre
• Term Ends: 6/30/20

• Category: Members at large
• # of Reps: 2
• Current Member: Charlie Yen & Michael Dubin
• Term Ends: 6/30/19-Charlie Yen & 6/30/20-Michael Dubin

It is recommended that the Board approve underwriter services agreement with Raymond James & Associates, Inc. and RBC Capital Markets. 

Raymond James and RBC proposes to undertake certain activities, including, as appropriate, the following services to be provided:

• Advising District as to the form and structure of the Bonds and prevailing interest rates and market conditions for comparable securities.
• Assisting in the preparation of a Public Offering Memorandum or other applicable information and offering material (the “Memorandum”). Responsibility for the contents of such Memorandum shall be solely that of District and any issuer of the Bonds.
• Reviewing all related Bond documents.
• Managing, structuring, arranging for and participating in all discussions with nationally recognized rating agencies for obtaining ratings on the Bonds, if appropriate.
• Assisting in presentations to potential issuers.
• Marketing and underwriting the Bonds.
• Submitting a Bond Purchase Contract for the purchase of the Bonds. 

It is recommended that the Board of Education award RFP# 16.08 - for Districtwide Vending Machines to First Class Vending.  

There is no fiscal impact from this contract as all vending machines create revenue for the district. 

Vending Machines and their associated products meet the requirements of Smart Snacks in Schools, SB12, SB965 and District Wellness Policy 5030.  All vending machines and their associated products will be reviewed and approved by district staff prior to their placement into the machines.

Vending machines are Energy Star rated, accept cash or cashless payment methods and include a DEX (Digital Exchange) electronic information retrieval system for real time reporting of sales.

Bids were sent to six (6) vendors.  A mandatory job walk was held on June 1, 2015, with four (4) vendors in attendance.  Two (2) vendors submitted proposals with a suggested list of available snacks and beverages, along with suggested selling prices and proposed commission rate.  Evaluation of proposals were based on commission rate, suggested selling prices, snack and beverage selection, operation of company, equipment, reporting structure.  Commissions are based on a formula of (gross sales) - (sales tax) - (CRV).  Commission example follows based on a selling cost of $1.25 for pastry and $1.00 for a 20 oz bottle water:

• Vendor: First Class Vending
• Snack Commission: 32%
• Value: $0.36
• Beverage Commission: 30%
• Value: $0.26

• Vendor: Vending Plus (proposed a second option based on higher selling prices and a 30% commission, which was not considered)
  
• Snack Commission: 21%
• Value: $0.24
• Beverage Commission: 21%
• Value: $0.18

It is recommended that the Board of Education approve Quote 2016.10 to Total Access Elevator for districtwide elevator service for the year 2018-2019, in an amount not to exceed $40,740.00.   

• Budgeted: Yes
• Fund: 01
• Source: General Fund
• Account Number: 01-81500-0-00000-81100-5650-061-2602

The District's previous contract expired at the end of June 2016, and a new contract was required to replace the existing contract.  Quote requests were sent to three (3) service providers, three (3) attended the mandatory job walk.  Three (3) quotes were received.  Services provided will entail servicing all district elevators once a month and all district wheel chair lifts once a year.

• Performance Elevators: $50,400.00
• Total Access Elevator: $40,740.00
• Amtech Elevator: $47,544.00

This will be year three (3) of a five (5)-year contract.

It is recommended that the Board of Education Award Bid 16.07, Districtwide Trash, Green Waste and Recycling Removal to Waste Management of California (WM) per bid specifications.  

• Budgeted: Yes
• Fund: 01, 12
• Account Number: 01-00000-0-00000-82000-5570-XXX-2601; 01-00000-0-00000-82000-5570-058-2580; 12-52101-0-85000-82000-5570-070-2700; 12-61050-0-85000-82000-5570-071-2700
• Description: General, Transportation, Special Education, Child Development Services
• Source: Waste Disposal

Annual expenditure for monthly base collection (excluding C&D waste) is expected to be approximately $285,000. 

The contract contains unit pricing for solid waste, recycling materials, green waste in addition to construction and demolition waste (C&D).  Year four (4) of the contract  will commence July 1, 2018, and end June 30, 2019.  Each consecutive year contract will run July 1 - June 30.

Recycling
A plan including an educational component is being discussed with Waste Management to encompass a recycling program for all district facilities.  This program will include green and food waste, cardboard, bottles, cans and paper.  Various sites, student clubs and parent groups are willing to help with implementation.  currently each sites recycling efforts varies widely and is based on several factors.

District staff has been working with Waste Management to comply with AB 1826 regulations.  AB 1826 requires that all of April 1, 2016, businesses that generate 8 cubic yards of organic waste per week shall arrange for recycling services.  On January 1, 2017, it is reduced to 4 cubic feet.  Organic waste is defined in law as food waste, green waste, landscape and pruning waste, nonhazardous wood waste, and food-soiled paper waste that is mixed in with food waste.  These categories represent the largest subsets of organic waste that is currently disposed in California.  Waste Management verified that the only sites affected by the regulations are the secondary sites that perform food prep for the cafeterias: Malibu HS, Santa Monica HS, Lincoln MS, and John Adams MS.

This is year four (4) of a five (5)-year contract.  

It is recommended that the Board of Education Award Musical Instrument Repair, Quote #2016.01 to Los Angeles Violin Shop for String instrument repair and to Santa Monica Music Center for all other instrument repairs.  

• Budgeted: Yes
• Fund: 01
• Source: General Fund
• Account Number: 01-00001-01-17100-10000-5640-030-1300

The department's annual budget for all musical instrument repairs (winds, strings, reeds, and pianos) is $44,000.  Unit prices are available for review in the purchasing office upon request.

Due to the various quality levels and types of instruments used throughout the District's music program, it is imperative that instruments be repaired in a timely manner and be of consistent quality to keep the instruments in playable condition at all times.  During the 2014-15 school year, the Music Department piloted an instrument repair program at Joan Adams Middle School by utilizing a repair shop whose expertise was solely stringed instruments (LA Violin), along with a second shop to handle all other instruments (winds and reeds).  The pilot was successful, and used as a model for the upcoming repair contract.  Staff is recommending that the award be given to two vendors during this contract period to allow for more expert repairs, and a faster turnaround time, getting the instruments back into the student's hands as quickly as possible.  (There is a loaner clause in the contract for instruments out longer than one week for repair).

Quotes were sent to six (6) repair vendors, three (3) submitted bids.  It is an open ended contract, based on the program's needs.  

This is year three (3) of a five (5)-year contract.

It is recommended that the Board of Education award the materials and installation of Interior Window Roller Shades to Heritage Window coverings Inc., in an amount not to exceed $296,085 per Bid #16.09R specifications.   

• Budgeted: Yes
• Fund: 40
• Source: Capital Outlay Projects
• Account Number: 40-90100-0-00000-82000-5890-060-2600

This contract is an initial step to address and remediate heat issues in facilities across the district to help in the reduction of heat, glare and light issues that currently exist in classrooms and offices.  

Mecho Shade System roller shades are considered high grade commercial window coverings and as such, have features unavailable on residential grade shades.  Fabric cleaning, replacement and fading are major factor considerations, as are the metal ball bearing mechanisms in the rollers.  All features have been reviewed for their warranty and durability, carrying a 25-year-to-lifetime warranty.  The district's standard shade cloth shall be of a 3% visibility factor, with denser fabrics being used in more light sensitive areas.  The user of roller shades over the 1" mini blinds currently existing throughout our classrooms have been reviewed and tested at several District sites for safety consideration.  Studies have shown that roller shades reduce heat build-up and glare in the classrooms, and combined with the use of perforated materials allowing outside views, increases attention span and comfort levels which directly affect test scores and the student's learning environment.

This award will authorize Heritage Window Covering to begin field verification of window sizes at locations identified as the most in need for year one (1), (approximately 1400 windows) with year two through five (2-5) completing the remaining windows on a priority basis.

It is recommended that the Board of Education approve Quote 2016.09 for IPM Tech as the District's integrated pest management (IPM) vendor for the year 2018-2019, for the Food services and Operations Departments in an amount not to exceed $44,760.00.   

• Budgeted: Yes
• Fund: 13, 01
• Source: Food Services, General Fund
• Account Number: 13-53100-0-00000-37000-5650-057-2570; 01-81500-0-00000-82000-5620-065-2604

The District's previous contract expired for both Food & Nutrition Services and Operations Departments at the end of June 2016, and a new contract was required to replace the existing contract.  Quote requests were sent to four (4) service providers, four (4) attended the mandatory job walk.  Three (3) quotes were received.  Services provided will entail two sections:  Part I - Food Services - all school kitchen sites and warehouse storage areas.  Part II - Operations - all District sites in addition to rodent control at all Malibu sites.

• Contractor: IPM Tech
• Part 1 (Kitchen/Warehouse): $12,000
• Part 2 (Operations/Grounds): $32,760
• Total: $44,760

• Contractor: Western Ext
• Part 1 (Kitchen/Warehouse): $17,820
• Part 2 (Operations/Grounds): $61,200
• Total: $79,020

• Contractor: A&I Pest Management
• Part 1 (Kitchen/Warehouse): $31,200
• Part 2 (Operations/Grounds): $75,312
• Total: $106,512

This will be year three (3) of a five (5)-year contract.

It is recommended that the Board of Education approve Bid #18.03 to Fortress Armored Services Company for Food Services armored car service for the year 2018-2019, in an amount not to exceed $988.00.

The District's previous contract expired at the end of June 2017, and a new contract was required to replace the existing contract. 

• Budgeted: Yes
• Fund: 01
• Source: General Fund
• Account Number: 13-53100-0-00000-37000-5890-057-2570
  

Quote requests were sent to three (3) service providers.  One (1) quote was received.  Services provider will entail pickup at district office and drop-off at US Bank, once a week.

• Fortress - $988.00

This will be year two (2) of a five (5) year contract.

It is recommended that the Board of Education approve Contract Amendment #57 with HMC Architects for Webster Elementary School – Drop-off and Parking Lot Reconfiguration Project in an amount not to exceed $20,500.00 for a total contract amount of $9,463,715.50.

Contract Amendment #57 will cover the cost to address additional design issues in response to permit requirements at the City of Malibu and additional construction administration related to the rebidding of the project.

The City of Malibu will require the District to generate a full hydrology and hydraulic analysis of the public storm water infrastructure system downstream of the school site to the ocean to substantiate the design of the project. The cost of this task is $18,700.

In addition, the District did not receive any responses the first time this project was put out to bid, and this amendment will cover additional design budget required to negotiate a contract. The cost of this task is $1,800.

Funding Information

• Budgeted: No
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-0-00000-85000-5802-010-2600
• Budget Category: Soft Costs \ Design Services \ Architects

MEASURE BB:

• ORIGINAL CONTRACT AMOUNT - MMHS, Prog./Schematic Design: $961,327
• CONTRACT AMENDMENT #1 - Cabrillo, SDC-IS: $87,995
• CONTRACT AMENDMENT #2 - MMHS, FF&E Standards: $92,400
• CONTRACT AMENDMENT #3 - MMHS, DD/CD/CA: $3,562,894
• CONTRACT AMENDMENT #4 - Pt. Dume/Webster Safety: $157,588
• CONTRACT AMENDMENT #5 - MMHS, Public Meetings/EIR: $25,144
• CONTRACT AMENDMENT #6 - Cabrillo, Safety Project: $10,304
• CONTRACT AMENDMENT #7 - Webster, Parking Safety Project: $62,344
• CONTRACT AMENDMENT #8 - Cabrillo, Septic Study: $21,647
• CONTRACT AMENDMENT #9 - MMHS, Right turn lane study: $68,256
• CONTRACT AMENDMENT #10 - MMHS, Fire protection: $25,991
• CONTRACT AMENDMENT #11 - MMHS, Field renderings: $8,046
• CONTRACT AMENDMENT #12 - MMHS, Wastewater study: $62,037
• CONTRACT AMENDMENT #13 - MMHS, Electrical: $34,428
• CONTRACT AMENDMENT #14 - MMHS, EIR, Traffic, Parking: $372,321
• CONTRACT AMENDMENT #15 - Webster Fire alarm: $9,090
• CONTRACT AMENDMENT #16 - MMHS, Additional Scope: $228,405
• CONTRACT AMENDMENT #17 - Malibu, Parking Lot “A”: $57,340
• CONTRACT AMENDMENT #18 - Cabrillo, Additional scope: $9,690
• CONTRACT AMENDMENT #19 - OWTS, Webster: $57,330
• CONTRACT AMENDMENT #20 - OWTS, Pt. Dume: $57,330
• CONTRACT AMENDMENT #21 - MMHS, OWTS Const. Doc’s & CA: $245,375
• CONTRACT AMENDMENT #22 - Point Dume, Struct. invest. & design: $19,840
• CONTRACT AMENDMENT #23 - MMHS, CDP Exempt. and Waivers: $12,520
• CONTRACT AMENDMENT #24 - Cabrillo, DSA submittal Fencing: $3,700
• CONTRACT AMENDMENT #25 - MMHS, FA into sep. DSA & Bid Pkg: $69,210
• CONTRACT AMENDMENT #26 - MMHS Fence/Gates, Erosion Control: $83,090
• CONTRACT AMENDMENT #27 - Cabrillo, Fencing & gate revisions: $7,065
• CONTRACT AMENDMENT #28 - Webster, Parking and Drop-Off: $73,280
• CONTRACT AMENDMENT #29 - Malibu, Campus Improvement: $8,000
• CONTRACT AMENDMENT #30 - MMHS, EIR lighting study: $4,500
• CONTRACT AMENDMENT #32 - MMHS, RWQCB, WDRs: $6,200
• CONTRACT AMENDMENT #33 - MMHS HS, Fire Alarm, FCD: $7,315
• CONTRACT AMENDMENT #34 - MMHSHS, SWPPP: $5,800
• CONTRACT AMENDMENT #36 - MMHS, CDP, Hearing, redesign: $350,000
• CONTRACT AMENDMENT #37 - MMHS, Redesign, OWTS Redesign: $444,444
• CONTRACT AMENDMENT #38 - MMHS, Pkg Lot Photo Renderings: $44,345
• CONTRACT AMENDMENT #39 - MMHS, Wharf and Pkg Lot E Design: $496,000
• CONTRACT AMENDMENT #40 - MMHS, Pkg lot/ESHA Light Meter: $14,000
• CONTRACT AMENDMENT #41 - MMHS, Bldg E: $193,097
• CONTRACT AMENDMENT #42 - MMHS Building E Replacement: $108,500
• CONTRACT AMENDMENT #43 - MMHS Building E Exterior Upgrades: $88,454
• CONTRACT AMENDMENT #44 - MMHS Native Tree Monitoring Rpt.: $4,500
• CONTRACT AMENDMENT #45 - MMHS SWPPP & Waste Water: $158,764
• CONTRACT AMENDMENT #46 - MMHS Air Cond. & MDF Mig. Plan: $183,700
• CONTRACT AMENDMENT #47 - MMHS Feasibility Std and CDP App: $58,350
• CONTRACT AMENDMENT #48 - MMHS Growthpoint Renderings: $6,187
• CONTRACT AMENDMENT #49 - MMHS Design Updates and Bid Sets: $462,801
• CONTRACT AMENDMENT #50 - MMHS Peer Review - Outdoor Lights: $5,036.50
• CONTRACT AMENDMENT #51 - MMHS Traffic Control: $18,510
• CONTRACT AMENDMENT #52 - Webster Drop Off /Parking Lot Update: $170,290.00
• CONTRACT AMENDMENT #53 – MMHS Reimbursables: $25,000.00
• CONTRACT AMENDMENT #54 – Webster Elec Reloc and Lighting Conduit: $17,375.00
• CONTRACT AMENDMENT #55 – MMHS IT Office, Onsite Soil Study, Fire Lane: $44,985
• CONTRACT AMENDMENT #56 – MMHS Off-Site Permit

It is recommended that the Board of Education approve Contract Amendment #13 with dsk Architects to provide additional architectural and engineering design services for Pt. Dume Elementary School – Malibu Alignment & WPFD Projects and Franklin Elementary School – WPFD & HVAC Project in the amount of $107,139.00 for a total contract amount of $994,665.00. 

dsk Architects have been asked to provide additional architectural design services as follows:

Pt. Dume ES – Malibu Alignment Project (to facilitate the move from Cabrillo to Pt. Dume ES):

• Phase 1. Test and investigate septic conditions
• Phase 2. Provide wastewater engineering design and report
• Phase 3. Obtain permits for septic systems required to accommodate portable classrooms in the amount of $100,239.00

Pt. Dume ES – WPFD & HVAC Project:

• Additional Construction Administration services for Pt. Dume ES Door, Paint and Floor and HVAC Project due to early construction start in the amount of $3,450.00

Franklin ES – WPFD & HVAC Project:

• Additional Construction Administration services for Franklin ES Window, Paint, Floor and Door and HVAC Project due to early construction start in the amount of $3,450.00.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: ES
• Account Number: 85-90909-0-00000-85000-5802-019-2600 (Pt.Dume - Alignment: $100,239.00); 85-90905-0-00000-85000-5802-019-2600 (Pt.Dume – WPFD & HVAC: $3,450.00); 85-90905-0-00000-85000-5802-002-2600 (Franklin – WPFD & HVAC: $3,450.00)
• Budget Category: Soft Costs/AE Design Services

MEASURE ES FUNDING:

• ORIGINAL CONTRACT –  Webster - WFP: 192,235.00
• CA #01 – Webster - WFP: $27,470.00
• CA #02 – Webster - WFP: $N/A
• CA #03 – Webster - WFP: $10,000.00
• CA #04 – Webster, Pt. Dume -  WPFD addl services: $34,762.00
• CA #05 – Webster – WPFD: $58,480.00
• CA #06 – Olympic HS, WPFD and HVAC Projects: $379,828.00
• CA #07 – Olympic HS HVAC Projects addl services landscape $18,364.00
• CA #08 – Olympic HS, WPFD and HVAC Projects Reimbursable Exp: $18,950.00
• CA #09 – Webster – WPF additional services construction mgmt. $9,555.00
• CA #10 – Olympic HS, WPFD additional design services $44,611.00
• CA #11 – Pt. Dume ES, WPFD additional design services $66,910.00
• CA #12 – Pt. Dume ES, WPFD additional design services $26,361.00
• CA #13 – Pt. Dume ES, Malibu Alignment and PFD HVAC + Franklin ES WPFD HVAC $107,139.00
• TOTAL CONTRACT AMOUNT: $994,665.00

It is recommended that the Board of Education Revise the Environmental Services Agreement between the Santa Monica-Malibu Unified School District and Ramboll US Corporation (formally Ramboll Environ) for the Performance of Environmental Remediation Services. 

At its meeting on March 6, 2014, the Board of Education ratified an agreement with Environ International Corporation. At that time, the board asked staff to re-examine aspects of the contract and return with a revised agreement. That revised agreement was approved at the May 1, 2014, Board meeting. At the February 18, 2016 Board meeting the Board of Education approved extending the initial agreement expiring on February 14, 2016 through June 30, 2018.

With continued work planned at various sites, the board is asked to approve an amendment to the agreement date through June 30, 2020.

It is recommended that the Board of Education approve Contract Amendment #09 with Psomas to provide Utility Mapping Services for John Adams Middle School - Performing Arts Complex Project in an amount not to exceed $9,740.00 for a total contract amount of $138,275.00.

Psomas will provide underground utility location and mapping services related to the demolition of the existing auditorium at John Adams Middle School. Psomas will utilize ground penetrating radar and potholing equipment to locate existing utilities and show that information on the existing survey. 

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: ES
• Account Number: 85-90907-0-00000-85000-5802-011-2600
• Budget Category: Soft Costs/Surveys & Engineering

MEASURE ES FUNDING:

• Original Contract Amount - Samohi – Sealy Field: $5,500.00
• Contract Amendment #01 - JAMS - Complex, Addt’l Survey: $16,500.00
• Contract Amendment #02 - Samohi - Addt’l Survey: $4,500.00
• Contract Amendment #03 - Samohi – Addt’l Survey for New Blg: $11,500.00
• Contract Amendment #04 – JAMS – Field Replacement: $7,500.00
• Contract Amendment #05 - Samohi – Addt’l Survey for Discovery Blg: $10,000.00
• Contract Amendment #06 - Samohi – Vacation and Recording Easements: $32,000.00
• Contract Amendment #07 – Rogers – Church Property Survey: $13,035.00
• Contract Amendment #08 – Pt Dume – Topographic Survey: $28,000.00
• Contract Amendment #09 – JAMS – Utility Mapping: $9,740.00
• TOTAL CONTRACT AMOUNT: $138,275.00

It is recommended that the Board of Education award an agreement for Malibu Middle and High School – Campus Improvements Project – Commissioning Consulting Services to 3Qc, in an amount not to exceed $25,850.00. 

The District publicly issued a RFQ/P for the Commissioning consulting services required on the Malibu Middle and High School Campus Improvements Project on May 21, 2018. The RFQ/P was issued to 16 firms, and was posted on the FIP website. Submissions were due on May 30, 2018.  Four submissions were received as noted below:

1. 3Qc $25,850.00
2. Jacobs $61,921.00
3. Heery $33,578.00
4. Cumming $33,660.00

A panel of staff reviewed the submissions to ensure all firms met the minimum qualifications in the issued RFQ/P.  All firms met the minimum qualifications. Each firm was scored by each panel member independently. The rankings of the firms based on total scores are as noted above. Upon finalization of the rankings the cost proposals submitted were then opened to determine recommended award.  Based on the rankings and costs submitted staff recommends award of an agreement to 3Qc in the amount of $25,850.00.

Funding is from Program Reserve Shortage.

Funding Information

• Budgeted: No
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-0-00000-85000-5802-010-2600
• Budget Category: Construction Contract

It is recommended that the Board of Education award an agreement to P2S Engineering for the Malibu High School – Campus Improvement Project in an amount not to exceed $5,000.

The District requested that P2S Engineering provide consulting services on a time and materials/not to exceed basis for services related to the relocation of MDF at Malibu Middle High School. P2S was asked to investigate alternatives to constructing the new MDF in its currently proposed location based upon the District’s recent changes in direction for Malibu High School.

It is recommend that the Board of Education award the agreement to P2S Engineering in an amount not to exceed $5,000.

Funding Information

• Budgeted: No                       
• Fund: 83
• Source: Measure BB
• Account Number: 83-90500-0-00000-85000-5802-010-2600
• Budget Category: Other Services/Operating Expenditures-Move Management

Funding is from Program Reserve Shortage

It is recommended that the Board of Education award a contract for Bid #18.25.ES for Santa Monica High School – Discovery Building Project – Olympic Spur Project to AMPCO Contracting, Inc., in an amount not to exceed $1,997,000.00.

The District publicly bid the Olympic Spur Project – Bid #18.25.ES, on April 19, 2018. Legal advertisement of the notice inviting bids was published in The Daily Breeze and The Santa Monica Daily Press and ran on April 19, 2018 and April 26, 2018. The notice inviting bids was sent to 146 General Contractors that are on the SMMUSD Approved (Pre-Qualified) list, and to the required trade journals. Prequalification was required for all General Contractors submitting a bid.  A mandatory job walk was conducted on May 1, 2018 and 7 contractors attended. Bids were received and publicly opened on May 30, 2018. Four bids were received as noted below:

1. AMPCO Contracting, Inc. $1,997,000.00

2. AMTEK Construction $2,163,333.00

3. The Nazerian Group $2,544,123.00

4. KEMCORP Construction, Inc. $2,795,000.00

Staff reviewed the bids submitted for responsiveness and found all bids to be responsive.  The District received a protest from the second lowest bidder AMTEK Construction on June 4, 2018 which legal counsel reviewed and rejected on June 14, 2018.  The District issued the Notice of Intent to award to the lowest responsive responsible bidder AMPCO Contracting, Inc. on June 14, 2018, for the total bid amount of $1,997,000.00.

Funding Information

Budgeted: Yes

Fund: 85

Source: Measure ES

Account Number:

85-90904-0-00000-85000-6200-015-2600

Budget Category: Construction Contract

It is recommended that the Board of Education award a contract for informal Bid #18.29.ES for Santa Monica High School – Campus Plan Project – Wayfinding Signage Project to Bay Area Sign dba Aloha Electric Sign Co., in an amount not to exceed $139,560.00.

The District publicly bid the Wayfinding Signage Project – Informal Bid #18.29.ES, on May 25, 2018. The notice inviting bids was sent to 5 General Contractors that are on the SMMUSD Informal (CUPCCA) bid listing and Formal Approved (Pre-Qualified) listing, and to the required trade journals. Prequalification was not required for all General Contractors submitting a bid.   Bids were received and publicly opened on June 7, 2018. Four bids were received as noted below:

1. Bay Area Sign dba Aloha Electric Co. $139,560.00

2. A Good Sign & Graphics Co. $152,150.00

3. Machan Sign Company $185,834.98

4. Signs and Services $186,145.00

Staff reviewed the bids submitted for responsiveness and found Machan Sign Company non-responsive, all other bids were responsive.  The District issued the Notice of Intent to award to the lowest responsive responsible bidder Bay Area Sign dba Aloha Electric Co., on June 12, 2018, for the total bid amount of $139,560.00.

Funding Information

Budgeted: Yes

Fund: 85

Source: Measure ES

Account Number:

85-90904-0-00000-85000-6200-015-2600

It is recommended that the Board of Education approve Change Order #02 with Ampco Contracting for the Santa Monica High School – Discovery Building Project - Demolition of Science and Technology Building - for the relocation of existing trees in order to save them to be used as part of the Discovery Project in the amount of $36,120.00 for a total contract amount $4,384,183.43 with 1 day’s impact to the schedule. 

On May 3, 2018 the Board awarded to Ampco Contracting, the abatement contract for the Science and Technology Buildings as the first phase of the preparation for the construction of the new Discovery Building, in the amount of $3,954,000.00.

There are 4 significant sized Tipuana trees that were designated for removal that the Landscape Architect has determined should be relocated. The same type of tree has been specified for use in the new future Science Quad, which will create an avenue from the Michigan entrance to the existing 6^th Street circle. This avenue will be significantly enhanced by planting these 4 reasonably mature trees in lieu of much younger trees and will save those trees from destruction. The additional cost to relocate the trees will be offset to a degree with the elimination of the purchase of new trees when the new Science Quad is constructed during the summer of 2020. The cost for this work is $33,705.00.

The Emergency Supply Shed currently located adjacent to the Technology Building will be removed to make way for the demolition and a replacement shed will be installed at Sealy Field, requiring the removal of a Eucalyptus tree. Ampco provided a cost proposal for the removal of this tree in the amount of $2,415.00.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90904-0-00000-85000-6200-015-2600
• Budget Category: Hard Costs \ Construction Contracts

MEASURE ES FUNDING:   

• ORIGINAL CONTRACT:  $3,954,000.00
• CHANGE ORDER #01 - Abatement of Technology Building: $394,063.43
• CHANGE ORDER #02 - Relocation of trees: $36,120.00
• TOTAL CONTRACT AMOUNT: $4,384,183.43

It is recommended that the Board of Education approve Change Order #03 with Angeles Contractor Inc. for the Roosevelt Elementary School – Window, Paint, Floors & Doors Project – Unforeseen Conditions in an amount not to exceed $7,938.12 for a total contract amount of $2,393,986.91. 

At the April 20, 2017 Santa Monica Malibu Unified School District Board of Education Meeting, the original contract was awarded to Angeles Contractor Inc. in the amount of $2,298,000.00.  

This Change Order 03 to the amount of $7,938.12 will increase the contract amount to $2,393,986.91 and does not change the 97 day contract time.

Due to unforeseen site conditions, revisions and additions to the DSA Approved plans, additional costs totaling $15,938.12 were incurred and a credit of ($8,000.00) for not installing new door frames. Independent estimates for the work were prepared as a basis for negotiating the amounts and ensure that the amounts being charged by the contractor were justified, fair, and reasonable and these amounts were agreed to by the Contractor. 

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-00000-85000-5640-007-2600
• Budget Category: Construction Contracts
• DSA #: 03-117621

MEASURE BB FUNDING:

• ORIGINAL CONTRACT AMOUNT: $2,298,000.00
• CHANGE ORDER NO. 1: $44,751.62
• CHANGE ORDER NO. 2: $43,297.17
• CHANGE ORDER NO. 3: $7,938.12                 
• TOTAL CONTRACT AMOUNT: $2,393,986.91 

It is recommended that the Board of Education approve Change Order #08 and authorize changes in excess of 10% with Novus Construction for the Olympic High School – Campus Modernization Project in an amount not to exceed $207,310.49 for a total contract amount of $7,102,182.01.   

This Change Order#08 includes costs for Novus Construction and its subcontractors to:

• Credit for labor and materials to de-scope the scope of work for rooms#15,16 &17.
• To extend the PA system to serve 4 Pine St CDS portable building with new speakers.
• IP CCTV security system using the BOSCH brand equipment. This is a system consisting of 15 fixed cameras, a central recording server, a scalable video management software platform, a remote monitoring station to be located at the principal’s office, power and switching equipment, and any necessary cabling to complete the system.
• Provide labor and materials for new 8'X6' double swing chain link gate, install two removable post and one leaf of 6'X3' chain link fence.
• NOVUS time extension due to abatement the entire crawlspace Building A.
• Provide 42"-high chain-link fence on top of existing ramp retaining wall. Core drill 9"-deep holes in existing wall 1" larger than post diameter at 10'-0" on center maximum.

Funding Information

• Budgeted: No
• Fund: 83
• Source: Measure BB
• Account Numbers: 83-90500-0-00000-85000-6200-014-2600
• DSA Application #: 03-113343
• Budget Category: Construction Hard Costs

MEASURE BB FUNDING:

• ORIGINAL CONTRACT: $5,639,490.00
• CHANGE ORDER #01: $20,703.61
• CHANGE ORDER #02: $95,649.34
• CHANGE ORDER #03: $461,833.31
• CHANGE ORDER #04: $81,487.74
• CHANGE ORDER #05: $219,820.00
• CHANGE ORDER #06: $55,642.47
• CHANGE ORDER #07: $320,245.05
• CHANGE ORDER #08: $207,310.49                
• TOTAL CONTRACT AMOUNT: $7,102,182.01

This Change Order will be funded from within the Program Reserve Shortage.

It is recommended that the Board of Education accept as completed all work as applicable to Roosevelt Elementary School – Window, Flooring and Paint Project to Angeles Contractor Inc. with a final contract amount of $2,393,986.91.

On 2/06/17 the Board of Education awarded to Angeles Contractor Inc. the contract for the Roosevelt Elementary School – Windows, Paint, Floors, Doors & Ceilings Project in the amount of $2,298,000.00. Change Orders to the amount of $95,986.91 were required to address unforeseen site conditions and District directed changes.

In order to facilitate the release of final payment, a Notice of Completion must be filed 35 days after Substantial Completion with the County of Los Angeles pending approval by the Board of Education.

Roosevelt Elementary School – Windows Upgrade Project final total contract amount was $2,393,986.91. The contract duration was 97 days.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90905-0-00000-85000-5640-007-2600
• Budget Category: Construction
• DSA #: 03-117621
  

It is recommended that the Board of Education accept as completed all construction under the contract issued to SimplexGrinnell, for the Santa Monica High School – Discovery Building Project - Interim Housing Fire Alarm for the installation and commissioning of the fire alarm system for the temporary classrooms located on the tennis courts a final contract amount of $50,292.81.

At the February 1, 2018 Board of Education Meeting, a contract was awarded to SimplexGrinnell for the amount of $50,292.81. 

All scope of work items have now been completed.  A Certificate of Substantial Completion was issued to SimplexGrinnell.  No further correction items remained at that date as all work had previously been completed successfully.  In compliance with statutory requirements, a Notice of Completion will be filed with the County of Los Angeles.

Funding Information

• Budgeted: Yes
• Fund: 85
• Source: Measure ES
• Account Number: 85-90904-0-0000-85000-6200-015-2600
• Budget Category: Construction Contracts

It is recommended that the Board of Education award an agreement to Sandy Pringle Associates Inspection Consultants to provide inspection services for Malibu Middle & High School – Phases 3, 4 & 5 Campus Improvement Project in an amount not to exceed $641,756.80.

Sandy Pringle Associates Inspection Consultants proposal was reviewed and confirmed to move forward with performing the inspection services at Malibu Middle & High School. It is recommended that Sandy Pringle Associates Inspection Consultants be awarded an agreement based on their proposal and pricing of $96.10/hour for an amount not to exceed $641,756.80. 

Funding Information

• Budgeted: Yes
• Fund: 83-90500-0-00000-85000-5802-010-2600 (Phase 3, & 4 - $565,836.80) BB; 85-90500-0-00000-85000-5802-010-2600 (Phase 5 - $75.920.00) ES
• Source: Measure BB/ES
• Budget Category: Soft Costs / Testing & Inspection / Materials Lab

It is recommended that the Board of Education approve Contract Amendment #07 with Leighton Consulting Inc. to provide geotechnical observation and testing, special inspection & materials testing services for Malibu Middle & High School – Campus Improvement Project (Phases 1 & 2) in an amount not to exceed $13,107.00 for total contract amount of $1,019,760.00. 

Leighton Consulting, Inc. provided geotechnical observation and testing, special inspection & material testing services at Malibu Middle & High School. Leighton’s estimated scope of work are beyond the approved contract for the project as presented in their proposals no. SC16-046 and SC16-047 both dated August 9, 2016 and Board of Education Award of Contract Recommendation No.A16 dated July, 20, 2016. This change resulted in the accumulated additional fees for Parking Lot E, New MDF/IT Room and Wharf Site Utilities needed to complete the project.

Funding Information

• Budgeted: No
• Fund: 83-90500-0-00000-85000-5802-010-2600
• Source: Measure BB
• Budget Category: Soft Costs \ Environmental Tests \ Geo Engineering and Material Testing
• DSA #: 03-113456

MEASURE BB FUNDING:

• Original Contract: $14,610.00
• Contract Amendment #01: $197,510.00
• Contract Amendment #02: $17,500.00
• Contract Amendment #03: $4,800.00
• Contract Amendment #04: $26,124.00
• Contract Amendment #05: $14,085.00
• Contract Amendment #06: $732,024.00
• Contract Amendment #07: $13,107.00
• Total Contract Amount: $1,019,760.00

It is recommended that the Board of Education approve the attached certificated appointments, separations and assignments.

Unless otherwise noted, all items are included in the 2017-2018 approved budget.

It is recommended that the attached appointments for Classified Personnel (merit system) be approved and/or ratified. 

All personnel will be properly elected in accordance with District policies and salary schedules. 

It is recommended that the attached appointments for Classified Personnel (merit system) be approved and/or ratified. 

All personnel will be properly elected in accordance with District policies and salary schedules. 

It is recommended that the Board of Education approve the administrative appointments listed below.

CERTIFICATED APPOINTMENT:

• Principal, Grant Elementary School (effective July 1, 2018)
• House Principal, Santa Monica High School (effective July 1, 2018)

It is recommended that the Board of Education appoint the below-listed individuals to the District Advisory Committees (DACs).

As of June 30, 2018, there are several DAC members who membership expires.  The superintendent’s office reached out to these individuals to inform them that their terms were expiring and how to reapply for a new term.  The below-listed individuals submitted applications for re-application (except for Ms. Novak, who is a first-time appointee).  The board’s governance subcommittee reviewed the applications.  Attached is a list of memberships for each DAC. 

• Natasha Guest Kingscote – Early Learning DAC – Term expires June 30, 2021
• Laura Manson – Early Learning DAC – Term expires June 30, 2021

• Cecilia Soto Loftus – Health & Safety DAC – Term expires June 30, 2021
• Deborah Novak – Health & Safety DAC – Term expires June 30, 2021

• Joanne Berlin - Intercultural Equity & Excellence DAC - Term expires June 30, 2021
  
• Ericka Lesley - Intercultural Equity & Excellence DAC - Term expires June 30, 2021
  
• Berenice Onofre - Intercultural Equity & Excellence DAC - Term expires June 30, 2021
• Michelle Wittig - Intercultural Equity & Excellence DAC - Term expires June 30, 2021
  

• Jennifer Glazer – Special Education DAC – Term expires June 30, 2021
• Cassandra Melhuish – Special Education DAC – Term expires June 30, 2021
  

• Scott Ferguson – Visual & Performing Arts DAC – Term expires June 30, 2021
• Zina Josephs – Visual & Performing Arts DAC – Term expires June 30, 2021
• Lydia Muraro – Visual & Performing Arts DAC – Term expires June 30, 2021
• Lana Negrete - Visual & Performing Arts DAC – Term expires June 30, 2021
  
• Ann Thanawalla – Visual & Performing Arts DAC – Term expires June 30, 2021

It is recommended that the Board of Education revise BP 6143 – Courses of Study.

On May 18, 2017, the board approved changes to BP 6146.1 – High School Graduation Requirements to include an American Cultures and Ethnic Studies graduation requirement.  During that policy update process, the board sub-committee suggested that staff:

• return with CSBA routine updates to BP 6146.1 (Item No. X.E in this agenda)
• weave the Social Justice Standards through all PreK-12 curriculum
• initiate, create and revise UC A-G course electives that will align with the District defined Social Justice standards.

Staff has updated BP and AR 6143 – Courses of Study to meet the board’s direction regarding the Social Justice Standards.  The policy has been updated to reference the California Content Standards, Frameworks and Social Justice Standards (Teaching Tolerance, 2016; adopted by SMMUSD Board of Education December 14, 2017).

These proposed changes were discussed at the June 14, 2018, board meeting.  The corresponding regulation can be found under Information in this agenda.

It is recommended that the Board of Education revise BP 6146.1 – High School Graduation Requirements. 

On May 18, 2017, the board approved changes to the policy and regulation to include an American cultures and ethnic studies graduation requirement.  During that revision process, the board decided to postpone the CSBA recommended updates to the policy until a future date.  Those CSBA changes are now coming forward for discussion.

The policy has been updated to reflect new law (AB 830, Ch. 641, Statutes of 2017), which repealed Education Code 60850-60859, thereby eliminating the California High School Exit Examination as a requirement for high school graduation.

These proposed changes were discussed at the June 14, 2018, board meeting. 

As per AR 1220 regarding District Advisory Committees (DACs), each DAC “shall make an End-of-Year report to the Board of Education regarding the achievement of its goals and/or deliverables,” which were developed by committee leadership and approved by the board at the beginning of the school year. 

Each DAC will have ten minutes to summarize the highlights of its end-of-year report. 

Attached are the end-of-year reports for the District English Learners Advisory Committee, Health & Safety DAC and the Visual and Performing Arts DAC.  The reports for the Early Child Care DAC, Intercultural Equity & Excellence, and Special Education DAC were delivered on June 14, 2018. 

In February, each DAC provided a written update to the board, which speared as Informational items. 

Staff anticipates that this item will require a total of 45 minutes, with 30 minutes for the reports and 15 minutes for board members’ questions/comments. 

It is recommended that the Board of Education adopt the District’s 2018-19 Local Control Accountability Plan (LCAP). 

The proposed LCAP has been made available for public inspection in the Office of the Superintendent. In addition, the required public notices were placed in The Santa Monica Daily Press and The Malibu Times.  The hearing is scheduled for Tuesday, June 19, 2018, at 5:30 p.m.

The preliminary LCAP was discussed on May 31, 2018, and the public hearing was held on June 19, 2018.

Staff anticipates this item will require a total of 10 minutes.

It is recommended that the Board of Education adopt the 2018-19 District Budget. 

The proposed budget has been made available for public inspection in the Office of the Superintendent, consistent with established District policy.

Following is the Proposed Budget for 2018-19 according to the most recent information we have received for State and Federal funding.  This includes revenue and expenditure assumptions, the estimated Reserve, Revenue and Expenditure Summaries, and Multi-year Projections.

The preliminary budget was presented on May 31, 2018, and a public hearing was held on June 19, 2018. The public hearing for the budget followed the public hearing for the LCAP, as required by law. 

Staff anticipates this item will require a total of 30 minutes, with 15 minutes for the staff report and 15 minutes for board members' questions and comments.

It is recommended that that Board of Education establish separate fundraising vehicles for Malibu schools and Santa Monica schools. 

During discussion at its meeting on June 14, 2018 (Item No. X.C), the Board of Education directed staff to return this item for action.

After discussions with representatives from SMMEF, PTA Council, Malibu PTAs, Malibu principals, several Board members and others, it is recommended that beginning with monies to be raised for Fiscal Year 2019-2020 (which will begin in July 2018), the fundraising structure should be changed so that what will become the Santa Monica Education Foundation ("SMEF") is responsible for raising money to support board-approved programs for Santa Monica schools and a different entity (whether it is an existing entity such as the Shark Fund or some other non-profit entity yet to be formed) should raise money for board-approved programs for Malibu schools. It allows for Malibu to raise money for Malibu schools while Santa Monica will raise money for Santa Monica schools. This structure is akin to the approach being taken with respect to the probable November 2018 bond measure with the adoption of School Facility Improvement Districts for Malibu and Santa Monica.

SMMEF is charged with raising money throughout the District for programs that are approved by the SMMUSD Board of Education upon the recommendation of the Superintendent and staff, after collaboration with the Superintendent’s Advisory Committee (“SAC”). The SAC is comprised of representatives from all schools in the District.

For the past five years, 95% of the monies raised from parents has come from Santa Monica parents, while only 5% of monies raised from parents has come from Malibu parents. With each subsequent year, this fundraising reality has led to increasing concern on the part of the SMMEF Board. In discussions held with Malibu PTA and education community leaders, Malibu has expressed an interest in an approach that would allow for, and make clear, that monies raised in Malibu would go to support Malibu students and Malibu schools. The SMMEF Board is hopeful that a change in the districtwide funding structure that would allow for separate fundraising in Malibu for Malibu schools would boost fundraising in Malibu, and that this change would boost Santa Monica fundraising as well. 

If the most positive outcome occurs and Malibu and/or Santa Monica begin to raise money over and above the amount necessary to pay for programs approved by the School Board, on the recommendation of the Superintendent upon collaboration with a Malibu SAC and a Santa Monica SAC respectively, the additional monies can either be placed in an endowment, rolled over to help cover the following year’s program costs, or become part of a bigger plan to address “aspirational” programs not yet funded or approved.  If this occurs, that will be a welcome scenario for the Superintendent, staff, the SACs and the School Board to deal with.

In order for this fundraising separation to occur, the board will need to revise BP and AR 3290 – Acceptance of Gifts.

Greater fundraising potential for both Santa Monica and Malibu programs. 

SMMEF’s fiscal year is July 1 through June 30. It raises funds for the following year, not for the year in which the money is raised. In order to begin separating the fundraising, SMMEF must start communicating and fundraising on July 1, 2018, for the 2019-2020 school year. This decision must be made as soon as possible in order for appropriate communications materials to be developed for both Santa Monica schools and Malibu schools.

The Master Agreement with the Santa Monica-Malibu Education Foundation will need to be revised to reflect fundraising for Santa Monica schools only.  SMMUSD will need to enter into a new and separate Master Agreement with a Malibu 501(c)3 non-profit organization for fundraising for Malibu schools only. 

Staff anticipates that this item will require a total of 15 minutes, with 5 minutes for the staff report and 10 minutes for board member questions and comments.

It is recommended that the Board of Education adopt Resolution No. 17-48 – Temporary Interfund Cash Transfer.

Education Code §42603 allows school districts to use cash reserves in one Fund to meet short-term cash deficiencies in another Fund. The amount of such transfers is limited to 75% of available resources in a Fund. With the continued uncertainty at the State level, it may be necessary to use this authority in the 2018-19 fiscal year. It is common that school districts adopt a Resolution of this nature on an annual basis to facilitate District operations. All cash amounts transferred in any fiscal year must be repaid prior to June 30th of the year in which they are transferred. Board adoption of this Resolution will allow for inter-fund cash borrowing between District Funds. 

It is recommended that the Board of Education approve the Measure R parcel 2018-19 Annual Plan.  The Measure R Parcel Tax Annual Plan has been available for public review on the District’s website and in the Office of the Superintendent since March 21, 2018.  

Proposed Annual Plan: Section 5.B., ACCOUNTABILITY, PLANNING, PUBLIC INFORMATION, AND COMPLIANCE REVIEW PROVISIONS-Annual Plan, requires that an expenditure plan shall be developed annually for the succeeding fiscal year that will recommend expenditures of the tax proceeds, consistent with the intent of the Funding Measure.  It further states that “The Proposed Annual Plan shall be presented for Board action each fiscal year in conjunction with the District’s annual budget adoption process for the subsequent fiscal year.” 

The Board held a noticed public hearing on April 12, 2018.  

Staff anticipates this item will require a total of 10 minutes, with 5 minutes for the staff report and 5 minutes for board members' questions and comments.

It is recommended that the Board of Education adopt Resolution No. 17-49 – Annual Delegation of Administrative Authority to Process Routine and Non-Routine Budget Revisions, Adjustments, and Transfers. 

This Resolution will provide authority for the Superintendent and Chief Financial Officer to authorize routine and non-routine revisions, adjustments and transfers to the District 2018-19 budget within the limits defined in the resolution.  Individual routine revisions up to $500,000, no more than $1,000,000 at a time, and non-routine revisions up to $250,000.  This will facilitate processing of District business.  All revisions made will be brought to the Board for ratification. 

The governing of a district may adopt a formal resolution allowing their administrative staff to process certain budget adjustments and transfers and submit them to the Los Angeles County Office of Education (LACOE) prior to their individual approval by the Board.  Any district that considers implementing this option should carefully weight all of its fiscal implications, including setting well-defined guidelines and parameters on the amounts and kinds of adjustments and transfers that district staff may process.  Such guidelines should include limiting this authority to the routine transfer of amounts between objects of expenditures within funds and between funds, as necessary, to facilitate the payment of district obligation and to effect technical adjustments related to the budget.

Other “non-routine” adjustments and transfers, such as revenue increases or decreases and the related offsetting impact to expenditures and/or fund balance, transactions involving other sources and uses, interfund transfers, or transactions exceeding a prescribed dollar amount, should continue to be processed and approved directly by the governing board.  In addition, to ensure that this practice does not become unmanageable, LACOE has established the following “delegation of authority” guidelines:

Delegation of Budget Adjustment and Transfer Authority Guidelines

• In order for a district to utilize the “delegation of authority” option, the district’s governing board must annually adopt and file with LACOE an original resolution delegating budget adjustment and transfer authority to the superintendent and staff of the district. 

• The governing board resolution authorizing this delegation of authority to staff must define, by types of budget adjustments and transfers, funds, and dollar limitations, if any.

• All budget adjustments and transfers processed by the district’s staff must be entered into the PSFS and submitted to LACOE for approval on the appropriate budget revision summary form, e.g., Form No. 503-056-A or 4504-057-T.  The districts should indicate on the revision form the date on which the governing board approved the written resolution establishing the delegation of authority to staff.

• During formal board meetings, the governing board must ratify/approve all budget adjustments and transfers not previously board-approved but processed by staff under the delegation of authority.  This must be done at least three times annually, i.e., with the First Interim Report, Second Interim Report, and the Unaudited Actuals, and not later than June 30.

Please note that the implementation of this optional procedure does not imply or indicate a means of bypassing Education Code requirements, LACOE procedures for school districts obtaining governing board approval, or LACOE approvals of budget revisions.  In addition, this procedure does not relieve school districts from the timely submission of the standard budget revision documents and forms, or initiating the necessary data input to the PSFS in support of the budget revisions submitted under the provisions of the governing board’s written resolution.

It is recommended that the Board approve Resolution No. 17-50, a resolution of the Board of Education of the Santa Monica-Malibu Unified School District authorizing the issuance and sale of General Obligation Bonds, Election of 2012, Series D in the Aggregate Principal Amount of Not to Exceed $120,000,000, and Approving Related Documents and Actions. 

An election was held in the Santa Monica-Malibu Unified School District on November 6, 2012 for the issuance and sale of general obligation bonds of the District for capital facilities improvement purposes in the maximum amount of $385,000,000 (the “Measure ES”). The District has previously sold three series of bonds under Measure ES in a collective principal amount of $150,000,000. The District now desires to issue the fourth series of bonds (the “Bonds”) under Measure ES in an amount not-to-exceed $120,000,000.

There is no fiscal impact to the General Fund resulting from the issuance of the Bonds.  

(a)        Bond Resolution.  This Resolution authorizes the issuance of Bonds, specifies the basic terms, parameters and forms of the Bonds, and approves all related documentation including the form of Purchase Contract, Preliminary Official Statement, and Continuing Disclosure Certificate described below.  In particular, the Resolution establishes the maximum aggregate principal amount of the Bonds to be issued ($120,000,000), the maximum underwriting discount (0.50%) with respect to the Bonds, the maximum legal interest rate on the Bonds, and authorizes the Bonds to be sold at a negotiated sale to Raymond James & Associates (Lead Underwriter”), on behalf of itself and RBC Capital Markets, LLC (together, the “Underwriters”).  The resolution only approves the issuance of the Bonds as Current Interest Bonds; Capital Appreciation Bonds are not authorized.  

(b)        Form of Purchase Agreement.  The form of Purchase Agreement is approved in the Resolution.  Pursuant to the Purchase Agreement, the Underwriters will agree to buy the Bonds from the District.  All the conditions of closing the transaction are set forth in this document, including the documentation to be provided at the closing by various parties.  Upon the pricing of the Bonds, the final execution copy of the Purchase Agreement will be prepared following this form.  District staff are authorized, working with the financing team. to finalize, and execute, the Purchase Agreement.

(c)        Form of Preliminary Official Statement.  The Preliminary Official Statement (“POS”) is the offering document describing the Bonds which, when in final form, will be distributed to prospective purchasers of the Bonds.  The POS discloses information with respect to among other things (i) the proposed uses of proceeds of the Bonds, (ii) the terms of the Bonds (interest rate, redemption terms, etc.), (iii) the bond insurance policy for the Bonds, if any, (iv) the security for repayment of the Bonds (the ad valorem property tax levy), (v) information with respect to the District’s tax base (upon which such ad valorem property taxes may be levied), (vi) District financial and operating data, (vii) continuing disclosure with respect to the Bonds and the District, and (viii) absence of litigation and other miscellaneous matters expected to be of interest to prospective purchasers of the Bonds.  Following the pricing of the Bonds, an Official Statement for the Bonds will be prepared, substantially in the form of the POS.  The Resolution authorizes District staff, working with the financing team, to bring this document into final form.

(d)        Form of the Continuing Disclosure Certificate.  The form of the Continuing Disclosure Certificate can be found in APPENDIX E to the POS.  Effective July 3, 1995, all underwriters of municipal bonds are obligated to procure from a bond issuer a covenant that such public agency will annually file “material financial information and operating data with respect to the District” through the web-based Electronic Municipal Market Access (“EMMA”) system maintained by the Municipal Securities Rulemaking Board (which is the federal agency that regulates “broker-dealers,” including investment bank firms that underwrite municipal obligation issuances).  This requirement is expected to be satisfied by the filing of the District’s audited financial statements and other operating information about the District, in the same manner the District has filed in connection with prior bond issuances.  The purpose of the law is to provide investors in the Bonds with current information regarding the District each year that the Bonds are outstanding.

It is recommended that the Board of Education approve a one-time, off-schedule payment of $1,550 per FTE for Classified non-represented employees (Management, Supervisory and Confidential).

The one-time payment will be for all permanent classified non-represented employees employed between July 1, 2016, and December 31, 2017, inclusive.  Any non-permanent employees within this period, or any who were disqualified from probation are excluded.

On June 1, 2017, the Board of Education approved a Declaration of Indefinite Salaries for Represented Bargaining Unit Members and Unrepresented Senior Management, Management, Supervisory, and Confidential Employees for 2017-2018, which permits retroactive salary adjustments back to the beginning of the new year. 

It is recommended that the textbooks listed below be adopted for the Santa Monica-Malibu Unified School District.

The total cost for both Give Me Liberty and Documenting United States History texts is $40,000 to be funded through the Educational Services textbook budget.

The total cost for both Psychology in Everyday Life and Myer's Psychology for the AP Course texts is approximately $51,000.00 to be funded through the Educational Services textbook budget. 

In accordance with the Board of Education policy, the textbooks(s) listed below will be on public display for the next two weeks in the Educational Services Department at 1630 – 17^th Street, Santa Monica, CA 90404. 

• Give Me Liberty!: An American History. Brief High School Edition (5E). Author Foner, Eric (2017).
• Documenting United States History: Themes, Concepts and Skills for the AP Course. Lead authors Stacy, Jason and Heller, Stephen (2016). 

Adoptions requested by the High School AP History-Social Science textbook adoption committee. 

• Psychology in Everyday Life(4E). Lead authors Myers, David and DeWall, C. Nathan (2017). 
• Myer's Psychology for the AP Course(3E). Lead authors Myers, David and DeWall, C. Nathan (2018). 

Adoptions requested by the High School AP/P History-Social Science textbook adoption committee. 

This is to inform the Board of Education that AR 6143 – Courses of Study has been revised.

On May 18, 2017, the board approved changes to BP 6146.1 – High School Graduation Requirements to include an American Cultures and Ethnic Studies graduation requirement.  During that policy update process, the board sub-committee suggested that staff:

• return with CSBA routine updates to BP 6146.1 (Item No. X.E in this agenda)
• weave the Social Justice Standards through all PreK-12 curriculum
• initiate, create and revise UC A-G course electives that will align with the District defined Social Justice standards.

Staff has updated BP and AR 6143 – Courses of Study to meet the board’s direction regarding the Social Justice Standards.  The policy has been updated to reference the California Content Standards, Frameworks and Social Justice Standards (Teaching Tolerance, 2016; adopted by SMMUSD Board of Education December 14, 2017).

The regulation has been updated to include the Social Justice Standards in grades 1-6 and also 7-12. 

These proposed changes were discussed at the June 14, 2018, board meeting.  The corresponding policy can be found under Consent in this agenda.

This meeting will adjourn to a regular meeting scheduled for Thursday., July 19, 2018, at 5:30 p.m. at the district office: 1651 16th St., Santa Monica, CA.